Executive Assistant

Location

Hayward, CA | United States

Job description

BASIC FUNCTION

Under general direction to serve as Executive Assistant to the Assistant Superintendent of the Division of Teaching & Learning to perform highly responsible, complex and confidential secretarial and administrative support relieving them of administrative and clerical duties;

To assist in maintaining good public relations; to provide leadership for clerical staff; and to perform other job-related duties as

Performs highly complex and responsible clerical work, may supervise one or more clerical employees as well as student

DISTINGUISHING CHARACTERISTICS

The Executive Assistant serves as assistant to the Assistant Superintendent and Directors for the Division of Teaching & Learning and serves as back up support to the Office of the Superintendent. Duties and responsibilities require independent decision-making covering a broad range of district activities.

This position differs from other secretarial /clerical / administrative assistant positions primarily in these respects: extension coordination of matters of wide scope, subject matter, frequently with highly sensitive and confidential content, and/or substantial leadership to other secretarial / clerical / administrative assistant staff.

The position of the Executive Assistant is considered confidential when incumbents, in the course of duties, have access to or possess information relating to employer-employee relations or negotiations. The degree of initiative, decision-making, direction received and the breadth of responsibility increases with the level of administrator. (Any one position may not include all of the duties listed nor do all of the listed examples include all tasks which may be found in positions of this class).

ESSENTIAL FUNCTIONS:

Duties may include but are not limited to the following:

Performs a wide variety of complex and responsible secretarial work and administrative detail according to established procedures and timelines

Coordinates a wide variety of projects functions and/or program components (e.g. meetings, use of district facilities, in-service events, event coverage, community service, etc.) for the purpose of completing activities and/or delivering services in a timely

Explains division programs, policies and procedures to administrative personnel, other employees, and the community

Establishes and maintains cooperative and effective working relationships with students, parents, administrative officials and other agencies

Exercises discretion and judgment in resolving problems for employees, parents, students and the public

Makes decisions based on established policies and procedures

Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, staff attendance, invoices, purchase orders, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal

Oversees work activities within the office as assigned for the purpose of organizing assignments, monitoring progress, and ensuring completion within established

Processes a wide variety of documents and materials (e.g. time sheets, work orders, requisitions, purchase orders, budge transfers, invoices, payables, reimbursements, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Develops and maintains a variety of spreadsheets utilizing calculations therein to monitor various programs

Acts as liaison between office assigned and schools or departments

Schedules meetings, conferences, travel arrangements and appointments

Manages multiple calendars for administrators across the district

May instruct and assign tasks to subordinate clerical employees

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the

Serves as back up to the Senior Executive Assistant and the Office of the Superintendent

May attend Board Meetings and takes minutes during the absence of the Senior Executive Assistant

Processes details not requiring attention of the administrator

Keeps control files on matters in progress and expedites completion

Monitor and process district-wide contracts from outside vendors

Plans and organize district-wide training events, meetings (such as Leadership Team);

Maintains the District Master Calendar

Maintains the NHUSD Public Events Calendar

Monitor and process Field Trip Requests

Monitor and process Driver Data Sheets

Operates a variety of office machines

Proficiently operate standard office equipment

Prepares reports and contracts for the approval of the Board of Education

Performs in situations requiring specialized knowledge, using tact and good judgment

Understands and applies complex policies and rules

Plans and supervises the work of others

Understands and carries out difficult oral and written instructions;

Understands student records

Provides leadership in establishing and maintaining high sense of purpose for confidential and clerical staff

Types at a speed of 75 words per minute from clear

JOB REQUIREMENTS: Minimum Qualifications

SKILLS, KNOWLEDGE, AND ABILITIES

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, preparing and maintaining accurate records, and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percent’s, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions, and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: accounting / bookkeeping principles; common office machines; and concepts of grammar and punctuation; and office methods and practices; codes / laws / rules / regulations / policies; business telephone etiquette.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily performs the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions; depending on assignment may be required to translate / interpret in a second language.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; Utilization of resources from other work units is often required to perform the job’s functions. There is a continual opportunity to impact the organization’s services.

Working Environment

The usual and customary methods of performing the jobs functions require the following physical characteristics: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job is performed in a generally clean and healthy environment.

DESIRABLE QUALIFICATIONS:

Knowledge of clerical operations within a school district

Modern office methods, practices and procedures including principles and operation of a computer system

Correct English usage, spelling, grammar, punctuation, and composition, including letter and report writing and

Knowledge of the Brown Act requirements for school districts

Laws and regulations of the Education Code and District pertaining to assigned area and principles of supervision and training

Advanced education desirable courses in business, public administration, or supervision desirable secretarial experience to a top administrator or as an administrative assistant in a large organization.

EDUCATION AND EXPERIENCE:
Five years of increasingly responsible secretarial experience which includes the exercise of independent judgment, preferably including experience in a school district or any combination of training and/or experience which would likely provide the desired knowledge and abilities.

High School Diploma or equivalent.

WORKING CONDITIONS:
Office Environment
Constant Interruptions

Management salary range 25
225 day work year

Job tags

Salary